Secretary Associate — Hearing & Records Support

State; Augusta (ME); Hybrid; USD 40,000 - 57,000; Full time

Benefits offered by this job

Health Insurance

13 paid holidays

3+ weeks vacation leave

Gym membership reimbursement

Job summary

The Department of the Secretary of State in Augusta, Maine is seeking a detail-oriented Secretary Associate to provide crucial administrative support within the Bureau of Motor Vehicle Hearings. You will manage case files, coordinate with internal and external stakeholders, and assist hearing officers while maintaining confidentiality and compliance with state policies.

We value adaptability, strong communication, and the ability to efficiently handle high-volume inquiries.

Qualifications

• Minimum Qualifications include office and administrative support experience with independent judgment and discretion.
• Applicants must be authorized to work in the United States and pass a background check.

Responsibilities

• Serve as a liaison to the public, law enforcement, and law offices, using discretion when sharing information.
• Respond to inquiries via phone, email, and in person regarding the hearing process and division rules.
• Assist hearing officers by preparing case files, scheduling hearings, transcribing decisions, and managing hearing recordings.
• Process daily mail and manage hearing continuance requests and stays of suspension.

Skills

Customer Service

Multitasking

Teamwork

Adaptability

Attention to Detail

Decision Making

Verbal & Written Communication

Problem Solving

Professionalism

Discretion with Confidential Info

Education

Associate degree preferred

Tools

Microsoft Office Suite

Adobe Pro

Zoom

OneDrive

ShareFile

Job description

The Department of the Secretary of State in Augusta, Maine is seeking a detail-oriented Secretary Associate to provide crucial administrative support within the Bureau of Motor Vehicle Hearings. You will manage case files, coordinate with internal and external stakeholders, and assist hearing officers while maintaining confidentiality and compliance with state policies.

We value adaptability, strong communication, and the ability to efficiently handle high-volume inquiries.